Booking Travel

Booking Travel

A new travel program has been deployed at the university. Travel Approval forms have been replaced with a new process for active faculty and staff traveling domestically or internationally. Continue reading for more information. 

Rutgers currently offers two options for faculty, staff, and students to book Rutgers-related travel. Travelers and delegates can book travel using the Rutgers Travel Online Booking Tool, or by contacting Direct Travel, the Rutgers-approved travel agency via email or phone.

Please see sections below for information regarding travel approvals and requirements for booking, and contact RUTravel@finance.rutgers.edu with any questions.

 

PLEASE NOTE:

  • All travel must be booked using the Rutgers Travel Online Booking Tool or by contacting Direct Travel.
  • Travel that is not booked using the Rutgers Travel Online Booking Tool or Direct Travel will not be considered Rutgers-related travel and will not be reimbursed.
  • Project/Grant-funded travel is supported by the Rutgers Travel Online Booking Tool and Direct Travel. Please refer to the Project and Grant Funded Travel document for more information.
  • Companion and group travel are supported by Direct Travel. Please reference the Companion and Group Travel document for more information.
  • Please see the Travel Booking FAQs document for more information and exceptions.

 

Rutgers Travel News: Join us for the Rutgers Travel Online Booking Tool webinar series. We will host live demonstrations of the new platform, including Q&A. Save the Zoom details to your calendar.

June 21st, 1:00-2:00 p.m.
July 12th, 10:30-11:30 a.m.
July 26th, 1:00-2:00 p.m.

 

Rutgers Travel Online Booking Tool

This booking method will allow travelers and delegates to book travel around the clock and anywhere there is internet access. The Rutgers Travel Online Booking Tool functions similarly to external booking sites and has access to most publicly available airline fares and hotel rates. In addition, discounts already negotiated by Rutgers are automatically loaded into the system.

Note: Travelers and delegates must complete a travel profile prior to using the Rutgers Travel Online Booking Tool for the first time.

Accessing the Online Booking Tool

Traveler Profile

  • Travelers and delegates will need to complete a traveler profile in the online booking tool prior to use.
  • Please refer to the Rutgers Travel Online Booking Tool User Guide for instructions on how to complete a profile.
  • Delegates who want to book online reservations for non-employees (candidates, guest speakers, other visiting guests, etc.) should email RUTravel@finance.rutgers.edu to enable “Guest Booking” access.

 

Note: It is recommended to contact the travel agency to book complex or multi-city reservations.

Additional information available in the Resources section.

Travel Agency

The university’s contracted travel agency is Direct Travel. The preferred method of booking travel is the Rutgers Travel Online Booking Tool. You can call or email the travel agency for complex, multi-city reservations, group travel, or other travel-related assistance.

Employees must complete a profile prior to contacting the travel agency to make a travel reservation.

For non-employee travelers, please refer to the Travel Request and Approval Forms section below for information.

Direct Travel Contact Information

  • Phone: 1-888-818-1067, phone is available 24/7
  • Email: RutgersTravel@dt.com
  • Email is monitored Monday through Friday, 8:00 am-5:00 pm Eastern, excluding holidays

Traveler Profile

  • Travelers and delegates need to complete a traveler profile prior to contacting Direct Travel to book reservations. This is a one-time requirement.
  • The online booking tool traveler profile is the same profile used by the travel agency when contacting them directly. Refer to the Rutgers Travel Online Booking Tool User Guide for instructions on how to complete a profile.

Non-Employee Travel (including group travel)

  • Reservations for non-employees (candidates, guest speakers, other visiting guests, students, etc.) require the completion of the Non-Employee Travel Request Form prior to contacting Direct Travel via phone or email.
  • Companion Travel is supported. Contact Direct Travel to make reservations.

Study/Learning Abroad Travel

  • For faculty-led and externally provided study/learning abroad petition and authorization forms, please visit the EVPAA Travel Guidance webpage.

 

Note: It is recommended to contact the travel agency to book complex or multi-city reservations.

Additional information available in the Resources section.

Reservation Changes and Cancellations

To make any changes and cancellations to existing flight, train, rental car, and hotel reservations, call or email Direct Travel.

  • Phone: 1-888-818-1067, phone service is available 24/7
  • Email RutgersTravel@dt.com or reply to your Direct2U itinerary
  • Email is monitored Monday through Friday, 8:00 am-5:00 pm Eastern, excluding holidays

Travel Request and Approval Forms

Domestic or international travel for employees with traveler profiles does not require the completion of a form. The approval flow built into the approved booking methods replaces the need to complete a form.

Travel Request/Approval Forms are required for the scenarios below. Please refer to the Travel Approver Listing to identify the designated approvers for each unit/division.

Non-Employee Travel

This form is for candidates, guest speakers, students, other visiting guests, etc. (required prior to contacting the travel agency via phone or email).

Group Travel Approval

This form is for groups including student groups.  This is not for Study Abroad programs.

Travel Accommodation Policy Exception Request Form

This form is for a policy exception request (i.e., medical exemption).

Study/Learning Abroad Travel Forms

For faculty-led and externally provided study/learning abroad petition and authorization forms, please visit the EVPAA Travel Guidance webpage.

  

Resources